Event Proposal

(Name of Event)
(Date)
(Club Name)
(OC Name)

Acknowledged by
(President/Vice President)

1
Revised on 20th February 2013

(Avoid printing the event guidelines below)

EVENT PROPOSAL GUIDELINES
By submitting this event proposal, the club agrees to be bound by the guidelines above. The
Student Council reserves all rights to approve or reject this Event Proposal at our discretion.
Proposal of Event
1. The event must be planned for at least 30 members or non-members.
2. Weekly Club activity is NOT considered as a club event.
3. This event proposal has to be typed and sent to the Student Council Office in hardcopy at least
10 working days (Mon-Fri: 9am to 4pm) prior to the event.
4. The format of this proposal is to be strictly followed. Proposals in other formats will NOT be
entertained. Add in relevant information only. Do not change the font, font size or remove any
of the sections prepared in this template.
5. A softcopy can be sent to the official email address (activities.sc@curtin.edu.my) beforehand
for checking purpose BUT confirmation can only be done via submission of a hardcopy.
6. All club activities must be pre-approved by Student Council before commencement.
Promotional Media
1. Any form of promotional media for the clubs event must include the Official Student Council
Logo. Promotional media without the logo will be taken down without further notice.
Download the logo from www.curtin.edu.my/curtinsc.
2. Small scale club events that will be held in campus itself do not require the official Curtin
University Logo. Should any club wish to use the official Curtin University logo, please get
permission from Corporate Communications Department in advance.
3. Printed event posters (at most 6 copies) are to be verified by Student Council before being
posted on notice board.
4. Clubs are responsible in the removal of any promotional printed media such as banners and/or
posters of the clubs event once the event ends.
5. ICT desktop notices can be done within two weeks by sending in the poster artwork and also
information on the duration of the poster link on the desktop at activities.sc@curtin.edu.my.
6. If a club opens a booth on campus for any purpose, an email must be sent to Activities SubCouncil in 3 days prior to the booth opening day. This is so that Activities Sub-Councils can
inform campus security/services and avoid the booth from shutting down. The maximum
duration for opening of booth is two weeks.

Venue and Bus Booking

Should you require Bookings for Venue or Bus for your event, please fill in the Booking Form
provided in the Student Council Office and hand it in together with this proposal as an
attachment. A booking without an event proposal will NOT be entertained.

Other Procedures
1. If any outsider is invited to the event (as guests or presenters, etc), it is the clubs
responsibility to send a list of their names and their IC numbers, to
activities.sc@curtin.edu.my for security purposes.
2. All clubs must send an official email to inform the activities sub-council at least 3 days prior
to the opening of the clubs booth. Or else the booth will be shut down at once. The maximum
duration for booth opening is two weeks time.
3. An adequate sponsorship fund from the Student Council is available for an event. However,
Organizing Chairperson is encouraged to seek for sponsors from the community or any legal
external organization. Please refer to the Club Funding Manual for more information.
4. Club events are funded using the Club Subsidy from Student Council. These funds can only
be claimed after the event by submitting a Event Subsidy Claim form. To get the funds
before the event, please submit a Pre-Event Subsidy Claim form. Please refer to the Club
Funding Manual for more information.
5. If you have any inquiry related to activities, please send an email or drop by the Student
Council Office.

1.0

INTRODUCTION

2.0

OBJECTIVES

3.0 EVENT DETAILS

Date:
Time:

(Booking Number, booked duration)

Venue:
Scale of Activity:

people

Do you require to open a Booth (please cross out the irrelevant): Yes / No
If yes, please fill in the details below:
Booth Venue

Date/Time :

4.0 EVENT FLOW

Time
(E.g) 11:00am-1:00pm

Agenda
-Arrival of participants
-Registration

Venue
Pre event hall

Agenda
-Arrival of participants
-Registration

5.0 VENUE BOOKING

2

Venue
(E.g) Recreational Hall &
Pre Event Hall

Date
2nd April

Time
6:00pm onwards

Purpose
-Preparation and setting
up of the camp in
Recreational Hall.

6.0 AIR-COND SERVICES

Venue

Date

Time

Purpose

(E.g) Recreational Hall

2nd April

7:00pm-12:00am

-Preparation and setting up of the

camp in Recreational Hall.

& Pre Event Hall

7.0 FACILITIES BOOKING

Facilities

Date

Time

Purpose

(E.g) 150 Chairs and 4

3rd-5th April

24 hours

For presentation,
activities.

long tables (Recreational

Hall)

8.0 BUDGET LIST

Income

RM

Total Income
Expenses

RM

Total Expenses

9.0 EVENT COMMITTEE LIST

Name

Contact Number

Official Email Address

(Role)